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    Intota: Glossary of Resource Management Terms

    • Product: Intota

    Is there a glossary of terms used in Intota?

     
    Following is a list of terms and definitions used in Intota.  Many of these terms come from the Report of the DLF ERM Initiative.  DLF is the Digital Library Federation.
     
    Click one of the following links to jump to that section:
    Resource administration and renewal --- see Administration and Renewal Details for your Resources
     
     

    License Fields

     

    LICENSE DETAILS

     
    Field Description
    Name The name assigned to the license agreement by the licensee - this can be anything that helps the person identify the license agreement.
     
    License Type The nature of the license agreement:
    • "Click-on" or "Click-through" License:  See Shrinkwrap Agreement below.
    • Manifest Assent:  A type of license that states that by using the licensed resources, the user is agreeing to abide by certain conditions.
    • Negotiated:  Certain terms of the agreement have already been worked out with the publisher.
    • Shrinkwrap Agreement:  A type of license that states that upon opening the product's packaging (software, in particular, is often packaged in a plastic wrap called "shrinkwrap"), the user is agreeing to abide by the license agreements that are inside the package. This term also covers "click-through" or "click-on" license agreements, which require the user to click on a button to confirm their acceptance of a particular software product before installing and using it.
    • Custom Type: Your library may have created additional License Types using the Admin > Menu Settings Feature.
    License Status Current status in the workflow of the license:
    • Active: The license is currently in effect.
    • Pending: Not yet decided; the license is awaiting some action before going into effect.
    • Retired: The license has terminated.
    • Custom Status: Your library may have created additional License Types using the Menu Settings feature available in the Admin menu bar.
    Vendor URL The online location of the vendor license.  See Local URL field for entering online location of the local license.

    Include the full URL syntax (for example, use http://www.mylibrary.edu/licenses/ instead of /licenses/).  To open the location, copy the URL and paste it into your browser (clicking on the link in most cases is not sufficient).
     
    Date Signed Use this field for an online license that has differing dates for when the license was agreed upon (Date Signed) versus when the license became active (Execution Date).
    • The Vendor URL field must be populated in order for the Date Signed value to be saved on the License Details page.
    Second Vendor URL Optional field for additional online location of the vendor license.
     
    Local URL The online location of the local license.  Include the full URL syntax (for example, use http://www.mylibrary.edu/licenses/ instead of /licenses/).  

    To open the location, copy the URL and paste it into your browser (clicking on the link in most cases is not sufficient).
     
    Second Local URL Optional field for additional online location of the local license.
     
    Physical Location Where the license physically exists (in what office, for example).
     
    Reviewer A person who reviews the license for the local institution.
     
    Reviewer Notes Any comments about the license, recorded by the reviewer.
     
    License Replaced By The license agreement that takes the place of a previous agreement.
     
    License Replaces The license agreement that came before the current agreement.
     
    Execution Date The date on which the license was signed, or otherwise confirmed by the licensee (for example, the click-through date on an online license).
     
    Coverage Dates Coverage date:
    • Start: The date the license agreement goes into effect.
    • End: The date the license agreement terminates.
    Duration The period of time that the license lasts.
     
    Advance Notice in Days The number of days before a license expires that a librarian is alerted to renew.
     
    License Note Any extra comments about the license.
     
     

    LICENSE:  ACCESS

     
    Field Description
    Authorized Users Anyone who is, according to the license agreement, allowed to access the licensed materials.
     
    Authorized User Note Enter any extra notes related to authorized users.
     
    Concurrent Users The number of simultaneous users the license allows for one resource, or when shared across an interface.
     
    Concurrent Users Note Enter any extra notes related to concurrent users.
     
    Remote Access The right for an authorized user to access a licensed electronic resource from an offsite location (off-campus, for example).
     
    Remote Access Note Enter any extra notes related to remote access.
     
    Perpetual Access Right The right to have permanent access to the license material, after the license has terminated.
     
    Perpetual Access Holdings The coverage dates for which ongoing access (after license termination) is agreed upon in the license agreement.
     
    Perpetual Access Note Enter any extra notes related to perpetual access.
     
     

    LICENSE:  ARCHIVING

     
    Field Description
    Archiving Right The right for the licensee to permanently keep an electonic copy of the licensed materials.
     
    Archiving Format The format of the archived material.
     
    Archiving Note Enter any extra notes related to archiving rights, content, or format.
     
    Pre-Print Archive Allowed The ability for the institution (or licensee) to archive an article that is pre-refereed.
     
    Pre-Print Archive Conditions The conditions that state when it is permitted to archive pre-refereed material.
     
    Pre-Print Archive Restrictions The time period for any delay on the licensed material.
     
    Pre-Print Archive Note Enter any extra notes related to the pre-print conditions and restrictions.
     
    Post-Print Archive Allowed The ability for the institution (or licensee) to archive an article that is post-refereed.
     
    Post-Print Archive Conditions The conditions that state when it is permitted to archive post-refereed material.
     
    Post-Print Archive Restrictions The time period for any delay on the licensed material.
     
    Post-Print Archive Note Enter any extra notes related to the post-print conditions and restrictions.
     
     

    LICENSE:  INTER-LIBRARY LOAN

     
    Field Description
    ILL General The right for the licensee to provide the licensed materials via ILL (interlibrary loan), and the specified format and other details.
     
    ILL Secure Electronic The right for the licensee to provide the licensed materials via ILL (interlibrary loan) by way of secure electronic transmission.
     
    ILL Electronic (email) The right for the licensee to provide the licensed material via ILL (interlibrary loan) by way of email transmission.
     
    ILL Record Keeping The requirement to keep records of ILL (interlibrary loan) activity and provide reports to the licensor at periodic intervals, or upon request.
     
    ILL Record Keeping Note Enter any extra notes related to the ILL record keeping.
     

     

    LICENSE:  LEGAL TERMS

     
    Field Description
    Terms Note Enter any notes about the agreement or license itself.
     
    Local Use Terms Note Enter any notes related to terms, for local use. This is particularly helpful for consortia libraries, where there are additional terms, not covered above, that apply to the local library.
     
    Governing Law The jurisdiction whose law will be applied in the event of a dispute over the license agreement.
     
    Governing Jurisdiction Enter the name of the venue or jurisdiction to be used in the event of an alleged breach of contract.
     
    Applicable Copyright Law If a national copyright law is agreed to in the contract, refer to the copyright law here.
     
    Cure Period for Breach In the event of a breach of contract, this is the amount of time the contractor has to cure the breach in order to continue the agreement. Otherwise, it is terminated.
     
    Fair Use The right to use copyrighted materials for certain purposes (such as criticism, news, teaching, scholarship, and research) as covered in the United States Copyright Act.
     
    Fair Use Clause Indicator This clause affirms statutory fair use rights under US copyright law, or affirms that the agreement does not restrict the rights of the licensee or its user community under the copyright law. Fair use rights include, but are not limited to, printing, downloading, and copying.
     
    Database Protection Override Clause Indicator A clause that provides fair use protections within the context of assertions of database protection or additional proprietary rights related to database content not currently covered by U.S. copyright law. If the licensed materials are database, compilation, or collection of information, authorized users are permitted to use information contained in the database for educational, scientific, or research purposes. This includes using the materials for the purpose of illustration, explanation, example, comment, criticism, teaching, research, or analysis. The point of the Override Clause is to permit activities of this nature that otherwise may be prohibited in database protection law.
     
    All Rights Reserved Indicator This states that all rights not explicitly granted to the licensee in the agreement are retained by the licensor.
     
    Renewal Type Specify whether the renewal of the license agreement is automatic or explicit (meaning renewal details must be stated).
     
    Non-Renewal Notice Period If the licensee does not wish to renew the subscription, this is the amount of time they have to give advanced notice before renewal time. Note: This is only necessary if the renewal type is automatic.
     

     

    LICENSE:  TERMINATION

     
    Field Description
    Licensee Termination Right The ability of the licensee to terminate access to a licensed resource during a contract period.
     
    Licensee Termination Condition The conditions that state when it's permitted for the licensee to terminate access to a licensed resource during a contract period.
     
    Licensee Termination Condition Note Enter any extra notes related to Licensee Termination Condition.
     
    Licensee Notice Period for Termination The amount of advanced notice required before a licensee can terminate the contract.
     
    Licensor Termination Right The ability of a licensor to terminate an access to a licensed resource during a contract period.
     
    Licensor Termination Condition The conditions that state when it's permitted for a licensor to terminate access to a licensed resource during a contract period.
     
    Licensor Termination Condition Note Enter any extra notes related to Licensor Termination Condition.
     
    Licensor Notice Period for Termination The amount of advanced notice required before a licensor can terminate the contract.
    Termination Right Note Enter any additional information about termination rights.
     
    Termination Requirements Any actions required to take place at the time of the contract's end.
     
    Termination Requirements Note Any clarifications on termination requirements.
     

     

    LICENSE:  USES

     
    Field Description
    Course Pack Print The right for the licensee to use the licensed materials in print collections (for example, a journal article or book chapter) compiled by faculty for classroom purposes.
     
    Course Pack Electronic The right for the licensee to use the licensed materials in electronic collections compiled by faculty for classroom purposes.
     
    Course Pack Note Enter any additional information about Course Packs.
     
    Course Reserve The right for the licensor to make print or electronic copies for purposes of course instruction.
     
    Course Reserve Note Enter any additional information about Course Reserves
     
    Distance Learning The right to use the licensed materials in distance education.
     
    Distance Learning Note Enter any additional information about Distance Learning.
     
    Digitally Copy The right of the licensee (and other authorized users) to download and digitally copy some portion of the licensed materials.
     
    Digitally Copy Note Enter any additional information about Digital Copies.
     
    Print Copy The right of the licensee (and other authorized users) to print some portion of the licensed materials.
     
    Print Copy Note Enter any additional information about Print Copies.
     
    Citation Requirement Detail  A specification of the required or recommended form of citation.
     
    Scholarly Sharing The right of the licensee (and other authorized users) to share a portion of the licensed materials, in print or electronic form, with a third party.
     
    Scholarly Sharing Note Enter any additional information about Scholarly Sharing.
     
    Incorporation of Images, Figures, and Tables Right The right of the licensee (and other authorized users) to incorporate images, figures, and tables into educational materials, such as for use in a classroom. For example, a set of PowerPoint slides may be uploaded into a learning management system.
     
    Incorporation of Images, Figures, and Tables Note This is a free-text field that can contain any notes about incorporating images, figures, and tables into educational materials.
     
    Public Performance Right The right of the licensee (and other authorized users) to use the licensed materials for public performance. This may include express language permitting or prohibiting use of materials in any kind of public performance, such as showing a video in a public setting like a classroom.
     
    Public Performance Note This is a free-text field that can contain any notes about public performance rights.
     
    Training Materials Right The right of the licensee (and other authorized users) to use the licensed materials for training purposes. This may include express language permitting or prohibiting use of materials, such as screen captures of electronic resources for training, or instructional content like a wiki page that is not a typical teaching environment.
     
    Training Materials Note This is a free-text field that can contain any notes about training-materials rights.
     
    Electronic Link The right for the licensor to link to the licensed material.
     
    Electronic Link Note This is a free-text field that can contain any notes about electronic links.
     
    Other Use Restrictions (Staff Note) Enter any extra notes about use restrictions not covered, for staff only to see.
     
    Other Use Restrictions (Public Note) Enter any extra notes about use restrictions not covered, for the public to see.
     

     

    Additional Statistics Metadata

     
    Field Description
    Name Name of the Additional Statistics Metadata Record, entered by your library.
     
    Access URL Online location where you can access or create the files.
     
    Login Login information for accessing the files.
     
    Password Password information for accessing the files.
     
    Recipient Account User from your library who receives the usage statistics if they are delivered.
     
    Alternate Delivery Email Alternate delivery email address entered by your library.
     
    Local Archive Location Where the client keeps the archived Vendor Statistics file, either electronically (shown with a path or URL to the file), or a physical location (a particular office, for example).
     
    Note Note about the data set, entered by your library.
     
     

    Payment


    GENERAL

     
    Field Description
    Fiscal Year Fiscal year that the payment data is entered against. It allows for historical tracking.
     
    Payment ID Intota’s unique identifier for the specific payment.
     
    Payment Type Identifies the kind of payment; for example, a Supplemental Invoice. (This pull-down menu will be blank by default; values can be modified in the Payment Type Menu of the Menus tool.)
     
    Payment Date Date payment was made.
     
    Local Currency The currency used by the country in which the library resides. Can be changed in the General Settings section of Library Settings.
     
    Payment Amount (Local Currency) The amount paid by the library in the local currency. If the library pays for the resource with a currency other than the local currency, then put the converted amount in this field. Payments entered in this field will appear in the “Total” if the "Include in Total" box is checked.
     
    Transaction Currency Code Select the currency in which payment was made.
     
    Payment Amount (Transaction Currency) The amount paid by the library in the currency in which payment was made.
     
    Include in Total for Year Indicate if this payment is to be included in the total payments for the year.
     

    INVOICE

     
    Field Description
    Invoice Date Date of invoice from publisher, provider, or agent.
     
    Invoice Number Invoice number from publisher, provider, or agent.
     
    Order Number Number assigned to the purchase order of a product.
     
    Payee Vendor entity that the client pays for access to the resource.  Values can be modified in the Payment Payee setting in Payment Menus (see Menu Settings).
     
    Payer(s) Library-defined organization or department making payment.  Values can be modified in the Payment Payer setting in Payment Menus (see Menu Settings).
     


    OTHER DETAILS

     
    Field Description
    Fund Codes Fund Codes:
    • Fund Name - Name of the fund as assigned by the library.  This is an open text field.
    • Fund Amount - Amount attirbuted to the Fund Name.
    List Price
    Retail price of resource before any discounts.
     
    Discount on Price Discount in price or in pricing formula.
     
    Price Cap Maximum percentage of annual increase in a multi-year agreement.
     
    Pricing Model Description of the fee structure.
     
    Consortia Name Name of the consortia that the resource was purchased from. (Values can be modified in the Payment Payer Menu.)
     
    Consortial Agreement Indicator Indicates whether an acquisition falls under a multiparty agreement that uses the same license for all parties.
     
    Publisher Reference ID Reference number from the publisher or provider generally needed to activate an electronic subscription.
     
    Subscription ID Unique reference number for a subscription, generally provided by an agent.
     
    Note General note field.
     
    Renewal Date Advance Notice Number of days required for advanced notice of a renewal decision date.
     
    Renewal Decision Date Date on which the decision to renew a subscription must be made.
     
    Purchase Renewal Date Date on which the subscription will expire if not renewed.
     
    Print Cancellation Restriction Indicator Indicator that a print component must be purchased for electronic access.
     
    Print Cancellation Note Additional information about specific cancellation restrictions for print versions of electronic titles covered by the license.
     
    Termination Date Date on which the subscription was terminated.
     
    Termination Reason Note Description of termination reason.
     
     
     

    • Date Created: 8-Jun-2014
    • Last Edited Date: 16-Feb-2016
    • Old Article Number: 10852
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